Assetas support

Tasks

A Task represents an action that you want to capture and track.  Tasks can be generated from any form answer that requires follow-up or via a workflow process.

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Search for a task | Add a new task | Add assignees | Add associated records | Add correspondence | Manage tasks | Close a task | Related topics

 

  1. Expand "Tasks" on the sidebar navigation.

  2. Select one of the list options:

    • "My Tasks" will display the list of tasks that are assigned to you.

    • "All Open" will display the list of all open tasks assigned to anyone.

    • "Unassigned" will display the list of tasks that do not have an assignee.

    • "Search" will display the full list of every task.

Search for a task

Tips for searching

  • Expand the "Data Filters" section to limit the results based on specific fields.  Select "Refresh List" to load an updated list; alternatively, select "Reset" to clear all of the filters.

  • Select columns headers to sort that column alphabetically.

  1. Expand the "Task" menu on the sidebar navigation. 

  2. Select "New" to add a task.

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add a new task
 
Create New Task

Populate the following fields:

  • Type*: Select the type of task.

  • Priority*: Select the priority of the task.

  • Status*: Defaulted to New.  (Change the status when tasks are no longer new.)

  • Summary*: Enter the brief summary of the task.

  • Assignee*: Select the person who is the primary assignee for the task.

  • Description: Enter the detailed description of the task.

  • Due On: Select the date this task is due.

  • Tags: Enter keywords to quickly describe the task.  Tags are included in search results. To enter multiple tags, press the Enter key after each tag.  

  • Comments: Enter your comments or notes for the task.  Comments are intended for your internal use.

Task assignees are responsible for completing, reviewing, or approving the task.

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  1. Locate the task record and select the View/Edit button for the desired task.

  2. Select the "Add" button in the Assignees section.

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add additional assignees
 
Assign Task to Contact

Populate the following fields:

  • Assignee*: Select the contact that is assigned to this task.

  • Role*: Select the role of this assignee for this task.

Associations allow you to link records in various combinations to capture relationships.  ​

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  1. Locate the task record and select the View/Edit button for the desired task.

  2. Select the "Add" button in the desired Associated section.

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add associated records

Task ​associations can also be created with assets and documents.  Associations can be created at either record.   Here are common uses of association records.

  1. Associated assets capture which assets are associated with this task.  Associate one task with multiple assets only when a single task will meet the task requirements for all associated assets; do not associate a task with multiple assets if there are multiple types of tasks required.

  2. Associated documents capture the task-supporting information, such as permits, photos, or inspection logs.

 

  1. Locate the task record and select the View/Edit button for the desired task.

  2. Select the "Add" button in the Correspondence section.

  3. Populate the fields.  Data fields with an asterisk (*) are required.

  4. Select "Save" upon completion.

Add correspondence
Create New Correspondence

Populate the following fields:

  • Date*:  Enter the date and time of the correspondence.

  • Type*:  Enter the type of correspondence (e.g., Phone, Email).

  • Contacted By*:  The name of the person that initiated the correspondence.

  • Description:  The description of the correspondence.

 

  1. Locate the task record.

  2. To the right of each record, under the Actions menu, you may:

  • ​View detailed information or edit the task.

  • Open the task in the explorer view to visualize associations.

  • Delete this task and all associated data.

Manage tasks
 

  1. Locate the task record and select the View/Edit button for the desired task.

  2. Select the "Close" button in the top right corner. This will set the Closed Date to today and the status to "Closed".

Close a task

Re-open a closed task by clearing the "Closed On" date.  Be sure to update the task status to ensure the two values agree.

 
Related topics